Automated Meeting Recording & AI Summaries with Google Calendar, Vexa & Llama 3.2

Description

Transform your meetings into actionable insights automatically! This workflow captures meeting audio, transcribes conversations, generates AI summaries, and emails the results to participants—all without manual intervention.

What's the Goal?
Auto-record meetings** when they start and stop when they end
Transcribe audio** to text using Vexa Bot integration
Generate intelligent summaries** with AI-powered analysis
Email summaries** to meeting participants automatically
Eliminate manual note-taking** and post-meeting admin work
Never miss important discussions** or action items again

Why Does It Matter?
Save 90% of Post-Meeting Time**: No more manual transcription or summary writing
Never Lose Key Information**: Automatic capture ensures nothing falls through cracks
Improve Team Productivity**: Focus on discussions, not note-taking
Perfect Meeting Records**: Searchable transcripts and summaries for future reference
Instant Distribution**: Summaries reach all participants immediately after meetings

How It Works

Step 1: Meeting Detection & Recording
Start Meeting Trigger**: Detects when meeting begins via Google Meet webhook
Launch Vexa Bot**: Automatically joins meeting and starts recording
End Meeting Trigger**: Detects meeting end and stops recording

Step 2: Audio Processing & Transcription
Stop Vexa Bot**: Ends recording and retrieves audio file
Fetch Meeting Audio**: Downloads recorded audio from Vexa Bot
Transcribe Audio**: Converts speech to text using AI transcription

Step 3: AI Summary Generation
Prepare Transcript**: Formats transcribed text for AI processing
Generate Summary**: AI model creates concise meeting summary with:
Key discussion points
Decisions made
Action items assigned
Next steps identified

Step 4: Distribution
Send Email**: Automatically emails summary to all meeting participants

Setup Requirements

Google Meet Integration:
Configure Google Meet webhook and API credentials
Set up meeting detection triggers
Test with sample meeting

Vexa Bot Configuration:
Add Vexa Bot API credentials for recording
Configure audio file retrieval settings
Set recording quality and format preferences

AI Model Setup:
Configure AI transcription service (e.g., OpenAI Whisper, Google Speech-to-Text)
Set up AI summary generation with custom prompts
Define summary format and length preferences

Email Configuration:
Set up SMTP credentials for email distribution
Create email templates for meeting summaries
Configure participant list extraction from meeting metadata

Import Instructions

Get Workflow JSON: Copy the workflow JSON code
Open n8n Editor: Navigate to your n8n dashboard
Import Workflow: Click menu (⋯) → "Import from Clipboard" → Paste JSON → Import
Configure Credentials: Add API keys for Google Meet, Vexa Bot, AI services, and SMTP
Test Workflow: Run a test meeting to verify end-to-end functionality

Your meetings will now automatically transform into actionable summaries delivered to your inbox!